Effective Job Descriptions: The Necessary Elements

A well written job description not only makes sure your company will hire the right individual, but it also provides employees with a sense of where they stand within the organization. When writing a job description, the most important piece of advice to remember is to keep it flexible. It is a reality that many jobs and the functions associated with them are subject to change; therefore creating a flexible job description will help steer away from the "it's not in my job description" defense.  In addition, allowing a job description to be open to change encourages employee development and growth.

When writing a job description, be sure to keep the words simple, clear and concise. Don't over explain the position or use jargon known only within your company. Be sure to keep the wording to the present tense, using verbs to describe the responsibilities. For example, apply phrases such as "Provide support to the Marketing/Communications department" and "Plan, design, research, write, and edit a range of documents." Furthermore, be sure to alter the description to fit your business needs. By being as clear and concise as possible, you increase your chances of hiring the right person for the position.   

Ideally, the format of a job description should involve all or the majority of the following information:

Job title

Include a job title at the top of the description. Use terms related to the work culture. For example, some organizations' definition of Executive Assistant depends on who the position is reporting to. For example, in some companies, an Executive Assistant reports only to the President or Vice President of a company while the Administrative Assistant reports to the Assistant Vice President or Director.

Purpose of the Job

Let potential employees know why this position is required within your organization. Is an assistant needed to help the administrative team or perhaps to assist the newly created Director position? 

Duties and Tasks

List all duties and tasks required of the position. Begin with the most important responsibilities and continue in order of importance. What are the primary responsibilities versus the secondary responsibilities?

Relationships and Roles

It's important to clearly define the person(s) to whom the position reports. Setting up a clear outline of reporting relationships erases confusion and provides an unambiguous explanation of roles.

Requirements  

Clearly state the experience, education and qualifications required for the position.

Salary Range

Some companies have a salary scale set in place depending on the position. Other companies determine the salary range based on the qualifications and education required. In order to establish a range, look into similar positions at competing organizations and research salary surveys in your area and industry.

Start Date

Some job descriptions include a start date and some do not. If there is a specific start date required, include it.

End date

An end date is required only if the position is a contract or covering a leave, such as maternity or disability.
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